Shift Scheduling Clerk (Full-Time)

County of Essex; Southwestern Ontario; Hybrid; CAD 47,000 - 55,000; Full time

Job summary

County of Essex is seeking a Shift Scheduling Clerk to support a 24/7 EMS operation at the Essex Civic Centre. The role focuses on daily scheduling in the EWEMS system, processing credentials, and maintaining filings to ensure regulatory compliance and service quality.

Ideal candidates will have 1–2 years of scheduling/administrative experience, a two-year college diploma in Office Administration, and proficiency in Word/Excel.

Qualifications

• Two-year college diploma in Business/Office Administration, or equivalent.
• Experience with workforce scheduling and time-keeping systems.
• Experience in a unionized and 24/7 operations environment.
• Strong communication, organization and customer service skills.

Responsibilities

• Daily scheduling duties in EWEMS software to ensure coverage and track absences.
• Coordinate replacement staffing and monitor scheduling data for compliance.
• Process staff credentials, maintain electronic HR filing, and ensure documentation.
• Handle reception duties, respond to inquiries, and complete payroll-related entries.

Skills

Scheduling experience

Administrative experience

Microsoft Word

Microsoft Excel

Communication skills

Union environment experience

24/7 operations understanding

Education

Two-year college diploma in Business/Office Administration

Tools

Time Manager

Kronos

HRI (electronic HR filing)

MS Office (Word, Excel)

Job description

Shift Scheduling Clerk (Full -Time)

Department: Essex-Windsor EMS

Location: Essex Civic Centre

Position type: Full Time

Duration: Permanent

Posting #: EMS-22-26

Opening Date: September 21, 2026

Closing date: October 5, 2026 (12:00 pm)

In a Nutshell: The ShiftScheduling Clerk plays a key role in supporting a 24/7 EMS operation by maintaining staff scheduling systems and organizing staff and service credentials to ensure compliance with legislative and organizational requirements. This temporary position requires exceptional attention to detail, adaptability, and a strong commitment to customer service.

Day in the Life:

Under the department of the Manager, Human Resources and Administration, and with direct supervision from the Supervisor, Scheduling, the Shift Scheduling Clerk is responsible for:

• Daily scheduling duties, including but not limited to:
  • Updating the EWEMS schedule in the scheduling software to ensure adequate coverage, accurate absence tracking, and timely processing of time-off submissions.
  • Reporting overstaffing or understaffing issues to the Supervisor.
  • Receiving and actioning scheduling requests from staff in alignment with collective agreement provisions, policy, or direction from the Supervisor.
  • Coordinating replacement staffing for both scheduled and unscheduled absences, following applicable procedures and guidelines.
  • Monitoring scheduling data for compliance with relevant legislation, policies, and collective agreement provisions, and escalating discrepancies as required.
• Daily administrative duties, including but not limited to:
  • Receiving and processing staff and service credentials; ensuring compliance and accurately filing documentation using the electronic HR filing system (HRI).
  • Monitoring document compliance in the HRI and reporting deficiencies to the Supervisor.
  • Coordinating courier and mail services; receiving and distributing incoming deliveries.
  • Entering approved staff expenses (e.g. meal claims) into the payroll scheduling system.
  • Providing general reception coverage and responding to phone inquiries from internal and external stakeholders.
  • Performing other administrative duties or special projects as required.

All work must be carried out in accordance with the Occupational Health and Safety Act and its Regulations, as well as Corporate Safety policies and procedures. Required personal protective equipment must be worn and maintained, where applicable.

What We Are Looking For:

• 1–2 years of related scheduling and administrative experience
• Two-year college diploma in Business, Office Administration, or a related field (or equivalent combination of education and experience)
• Demonstrated experience with workforce scheduling and time-keeping systems (e.g., Time Manager, Kronos, or similar)
• Experience in a unionized environment and collective agreement interpretation
• Experience in a 24/7 operational environment
• Strong analytical and problem-solving skills, with the ability to adapt to changing priorities in a fast-paced environment
• Proficiency in Microsoft Office applications, particularly Word and Excel (candidates may be required to complete proficiency testing)
• Excellent communication and interpersonal skills, with the ability to build effective working relationships across departments
• Strong customer service orientation
• Superior organizational skills with a high level of accuracy and attention to detail
• Ability to remain calm and professional in high-volume and time-sensitive situations
• Ability to interpret and follow written and verbal instructions
• Demonstrated ability to handle confidential and sensitive information in a professional manner
• Valid Ontario Class “G” driver’s licence and access to a reliable personal vehicle
• Satisfactory vulnerable sector police clearance
• Demonstrated reliability and a strong attendance record
• Previous experience in this role or similar considered an asset

Selection Process:

Candidates who meet the minimum qualifications will be required to participate in a job‑specific assessment, as outlined below:

1. Microsoft Excel and Word Proficiency Test

Focus: practical skills aligned with job duties

• Excel tasks: data entry, formatting, basic formulas (SUM, IF), filters, sorting
• Word tasks: formatting a letter, using tables, correcting errors
• Typing tasks: Typing Speed assessment
• Weight: 40%

2. Scheduling Simulation Exercise

Focus: ability to make decisions based on rules (e.g., shift replacements, time off approvals, collective agreement adherence)

• Using a realistic scenario involving absences and shift coverage, candidates will be asked to review applicable rules, and then:
  • Identify gaps in the scenario schedule
  • Apply proper replacement steps
  • Document or explain decisions
• Weight: 30%

3. Attention to Detail / Data Entry Accuracy

Focus: accuracy in entering data, spotting inconsistencies

• Candidates will be given data and dates and asked to identify errors and enter in a mock scheduling software
• Weight: 20%

4. Customer Service / Communication Scenario

Focus: judgment and tone in written responses

• Example: Candidate will be asked to provide a verbal response to a paramedic inquiry
• Weight: 10%

Candidates must achieve a minimum overall score of 70% across all assessments to be eligible for consideration.

Hours of Work:

40 hours per week. The schedule may include evening and weekend shifts as the service transitions to extended coverage. Applicants must be prepared to work a flexible schedule.

Salary:

CUPE 2974.2 Band 2 ($33.74 - $39.58 Hourly)